The Workflow plugin is a powerful tool that allows you to execute actions for your races, a few examples include:

• Assign bibs
• Assign tags
• Register which bibs have been delivered 
• Check participant data and tags
• Show a participants status or ranking

Some important features of Workflows includes: 

• You can carry out all of these functions simultaneously on the same or different devices. If they run on the same device, they can run in the same browser in different tabs, windows or in different browsers.
• Different WorkFlows can be run for different workgroups, for example, you can have a WorkFlow to double check participants bib number is correct, while also running a separate workflow that assigns bibs. 
• You can use computers, tablets or mobile devices to run Workflows. They are executed on a browser on any device with an internet connection.
• The actions that are configured and executed are instantly reflected in Copernico.
• Actions performed on a participant are shown as an event in the participant's menu and can therefore be undone.
• The device's camera can be used to read a QR or barcode. Simply give the browser permission to use it while WorkFlow is active (scannable).
• A handheld reader can be used to enter the tag code you want to assign. For this action you must use the XXXXX program.

How do you create a Workflow?

To access WorkFlows select plugins on the left side menu. And click on access in WorkFlows.

In the main screen you will find a URL that you can share so that by means of a PIN you can access each of the workflows. If there are several WorkFlows you must have different PINs for each of them.

If no WorkFlow exists, this URL will not grant access. If one already exists, from here you can share, copy, modify, or delete it.

To create the first WorkFlow click the add button in the upper right corner.

Once inside there are 2 tabs:

Configuration: to create a Workflow

Preview: You can preview how the Workflow looks and works. 

When accessing Configuration there are different sections:

Workflow Info

PIN: access code so you can access the Workflow, like a password that we send you. 

Name of the Workflow: name your workflow so you can differentiate them. 

Query -- What you are searching

In this section choose the fields you want to be searched in the database, for example, DNI (Identification), surname, bulletin or any other field found in the database.

Color: allows you to select different colors. If there are several WorkFlows you can distinguish them by color, it also allows you to distinguish by color each step within the WorkFlow.

Title: name to be displayed in the WorkFlow. For example: "Bib".

Info: can be left blank. Information can be added to the title for your team to better understand the Workflow's purpose.

Mode: You can select one of two options

• AND: all conditions in the Query must be met.
• OR: only one of the conditions in the query has to be fulfilled, if there are more than one.

Click on "add my first query" to add the search fields.

• Select a field, for example: bib
• Select the search function. you have two options:
  • Text is exactly: The text entered should match exactly that of what you are searching. This is useful when seaching for an ID or bib number. 
  • Text contains: If an exact entry is not possible, for example a participant's last name. 
• Autofocus: If you are searching more than one item, you can select which field you want your cursor to be placed after completing the search. 
• Scannable: Allows the camera to pop up automatically, select this box if what your are searching can be read by a QR or barcode. 
• Auto send: if checked, the query will be sent automatically when the user changes the value of the query field.

Selection -- Display and selection phase

The selection phase is used to choose which participants will be affected. It is only necessary if your search query detects more than one participant based on your search, you can ignore it if only one participant is found.

Color: allows you to distinguish each step within the WorkFlow by color.

Title: Name that will be showed during this step, for example "Athlete Information." 

Info: You can leave this blank or add information to the title so someone searching the workflow might better understand its purpose. 

Multiple: If checked, the user will be able to select multiple participants. If unchecked, only one participant can be selected. Decide whether or not to mark this box depending on your search and desired action.

Click on "add my first selection field" to add the fields that will be displayed. For example, bib number, name, surname and ID number will be the most common.

Action Phase

Color: allows you to distinguish each step within the WorkFlow by color.

Title: Name that will be showed during this step, for example "Athlete Information." 

Info: You can leave this blank or add information to the title so someone searching the workflow might better understand its purpose. 

Multiple: If marked, the action will effect all of the participants who were selected during the "selection" phase at the same time. If it is not marked, the selected participantes will be afffected by the action one at a time. 

Participants open by default: If marked, the information fields that you selected in the "Selection" phase will be displayed for the participants that you searched. 

Action fields:

These are the fields that the user will have available for editing. A value can be pre-assigned, and no input will be required for these fields. For example, field delivered and preassigned value "yes". If all action fields have pre-assigned values, the system will apply the action and skip the query phase automatically.

Click on "add my first action field" to add the fields on which the action will be performed. For example, the delivered field with pre-assigned value "yes" or the bib field, without pre-assigned value, if we want to assign a bib.

If the assignment options are multiple, you will have to create them as allowed values.

In this step, the creation of fields in the database is allowed. By default there is no "Delivered" field, but you can create it at this stage in a very simple way. Simply enter a name for the field and the "create field" option will be displayed.

Confirmation phase

Activate confirmation: This step is not mandatory when setting up a workflow, so we can indicate whether or not we want it to appear by checking the box.

Color: allows you to distinguish each step within the WorkFlow by color.

Title: Name that will be showed at this step in the Workflow, for example "Confirmación"

Info:can be left blank. Information can be added to the title for a better understanding of the person running the WorkFlow.

Skip time: We will indicate the time that the confirmation data will be shown. Once this time has passed, the workflow will start again.

Information Fields: you will be able to add the necessary fields to verify that the process has been performed on the correct athlete.

Once the WorkFlow is created click on save in the upper right corner.